Minutes of the June 9, 2016 Meeting
Board of Trustees of the Beacon Meadows Special Dependent Distric
Carrollwood Cultural Center, 4537 Lowell Rd., Tampa, Florida


Trustees Present:          Carol Coon (President), Michael Fisher (Vice President), Barbara Appel (Treasurer), Penny Phillips (Secretary), Anne Blevins (Trustee), Kathy Boyd (Trustee)

Trustees Absent:           John O’Neill (Trustee)


The meeting was called to order by Carol at 7:03 p.m.


Secretary's Report – The minutes of the April 2016 meeting were read by Trustees in advance.  Carol made a motion, seconded by Kathy, to approve the minutes.  The motion was approved by a vote of 6-0.  There were no meeting minutes for May due to lack of a quorum.


Treasurer’s Report (May 2016)

Revenues:  April - $991, May - none


Utilities:  $100

            Landscape maintenance:  $795

            Tree removal permit application:  $35

Annual website hosting:  $149

Cash in bank:  $50,011

Available to spend:  $42,536


Barbara reported that the monthly landscape maintenance charge will be reduced $20 to $775 as a result of the new HART paved bus pad (see below) installed adjacent to the Gunn Hwy. entrance, which has eliminated a large section of grass along the perimeter wall.


Kathy asked why a $268 expense was still pending.  Barbara responded that this was an expense for landscaping (plants) that had been approved by the Board, but the work had not yet been done by Jay’s Property Maintenance (waiting for the rainy season). Carol explained that the modified cash accounting method is used, which records cash when received and expenses when accrued.


Old Business


County Tree Removal Permit – Penny met with the homeowner at 4724 Ridge Point Dr. to discuss submitting a tree removal permit application, but, based on the trees in his back yard, it appeared that it was not the correct property.  After Barbara determined that section 12 of the wall was actually at 4714 Ridge Point Dr., Penny mailed a letter to the homeowner (who is in her 90’s) and then met with the homeowner’s son to complete the application.  Penny and the son subsequently met with the County arborist about the problem cypress tree in the back yard.  The permit was denied, since the roots/knees can be cut without killing the tree.  The arborist advised that a saws-all tool could be used to sever the roots/knees as an alternative to removing the tree.  Penny added that the arborist had recommended this as a cost-effective method for the District.  Penny also contacted Aerial Arborist, a company on Angie’s List, to request another recommendation. The arborist explained that cypress trees have a vigorous root system that grows dynamically and changes often.  Removing what is causing the problem now only minimally fixes the problem long term.  Therefore, he recommended use of equipment that is more specifically geared for root pruning.  The estimate for such work was $1,200. Work would need to be coordinated with T-3 Construction.


Major Repairs to Gunn Hwy. Wall – After additional e-mail correspondence with T-3 Construction, it was determined that sections 6, 7, 8, 11 (at Perry Mallory’s recommendation), 12, 13, 14, and 57 should be repaired first for up to $30,000, which has been earmarked for wall repair this fiscal year.  Also, funds need to be allocated for root pruning of the problem cypress tree at section 12, in the event section 12 can be repaired within the allocated funds. The first step will be for T-3 Construction to secure plans and permits, which are required before work can begin. Carol made a motion, seconded by Anne, that up to $30,000 be allocated for repair of sections 6, 7, 8, 11, 12, 13, 14, and 57 and that up to $1,500 be allocated for root pruning.  The motion was approved by a vote of 6-0.  Barbara will notify T-3 Construction.


Lights at Casey Rd. Entrance – Carol reported that she has not had a chance to install the new rope lights, which were approved for purchase at the April Board meeting.


New Business


Board Meeting Sign – Barbara reported that Sharman Hurd, who posts the meeting sign each month at the Casey Rd. entrance, informed her that Jim Calandra was able to repair the sign after it had been severely bent.  She requested that a new cable and lock be purchased to replace the old ones.  Carol made a motion, seconded by Penny, that up to $15.00 be allocated to purchase a new cable and lock for securing the meeting sign.  The motion was approved by a vote of 6-0.  Barbara volunteered to purchase them.


New HART Bus Stop – Carol reported that HART had contracted with a company to install a paved bus pad and shelter adjacent to the Gunn Hwy. entrance to Beacon Meadows. She voiced her concerns in e-mails regarding the following:  the paved bus pad’s proximity to the pre-existing perimeter wall with its insufficient foundation that needs to be repaired; potential negative impact on the foundation of rainwater runoff at this location; how the existing wall can be cleaned, painted, and repaired with the shelter so close to the wall; and the destruction of the planter (removal of hacienda blocks), removal of plants, exposure of electric conduit and irrigation lines, and severed roots of a 15-year-old crepe myrtle.  Carol further reported that she was assured by management of the company that the planter and its contents would be returned to “as good or better” condition.  It was recommended that Jay’s Property Maintenance inspect the irritation lines to ensure they have not been damaged.


The monthly meeting was suspended at 7:30 p.m. so the annual public budget hearing could be conducted.  The monthly meeting was reconvened at 7:56 p.m.


Additional New Business


Statement of Financial Interest – Anne requested that Trustees assist her in completing this statement that is required to be submitted by July 1, 2016.


Reimbursement for Printer Ink – Penny presented an HP Connect (printer ink service) statement in the amount of $5.34 and requested reimbursement for one month’s charge for printer ink for ongoing printing done for the District.  Carol made a motion, seconded by Barbara, that Penny be reimburse $5.34 for this purpose.  The motion was approved by a vote of 6-0.  Penny was provided with a check in that amount.


There being no further business, Penny made a motion, seconded by Michael, that the meeting be adjourned, which was approved by a vote of 6-0.  Carol adjourned the meeting at 8:04 p.m.


Penny Phillips, Secretary                        ____________________________


Carol Coon, President                            ____________________________